Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Adding a Dynamic Total in Your Document.

Adding a Dynamic Total in Your Document

by Allen Wyatt
(last updated May 13, 2017)

You can use Word to easily create a document that dynamically reflects changing values. For instance, you may have a document in which you have several figures mentioned. This might be a collections statement you are sending to a customer. Later you need to total these figures so you can show a total amount due. You can use bookmarks and a field to calculate the total due automatically. This is done in the following manner:

  1. Select the first amount that you want included in the total.
  2. Assign a bookmark to the selected amount; give it a name such as Amount1.
  3. Repeat steps 1 and 2 for each of the other amounts in your document, providing different bookmark names each time.
  4. Position the insertion point where you want the total inserted.
  5. Press Ctrl+F9 to insert a pair of field braces. Make sure the insertion point stays between the braces.
  6. Type =Amount1 + Amount2 + Amount3, and so on, where these are bookmark names. Make sure you include the names of all the bookmarks you defined and that you want included in the total.
  7. Press F9 to update the field.

Now, any time you change the amounts that you bookmarked, the field you inserted in step 6 will automatically be updated to the correct total. (You may need to print the document to update the fields, or you may need to select the field and press F9.)

You should note that this technique will not work properly if the amounts are formatted. For instance, if the amounts you want to sum include dollar signs and commas, then these will interfere with getting a valid sum with your formula.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1342) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Adding a Dynamic Total in Your Document.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Creating an E-mail Message from the Current Document

In some earlier versions of Word you could type an e-mail in your document and then have Word e-mail it, as a message, to ...

Discover More

Formatting Footnote Reference Marks

The reference marks that appear for footnotes in a document are normally just superscripted digits. If you want to change ...

Discover More

Using Automatic Substitution

Using a tool called Automatic Substitution, Docs can quickly correct things you may incorrectly type. Here's the lowdown ...

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (menu)

Monday's Date on Friday's Report

Automatically putting today's date at the top of a report is easy. Putting a different date, automatically, can be more ...

Discover More

Conditional Calculations in Word

Word allows you to insert simple formulas, using fields, in table cells. You can also create simple conditional ...

Discover More

Copying and Pasting Field Codes

Want to copy a field code and paste it in some other Windows program? This can be trickier than it sounds. Here's the ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is six minus 0?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.